Premium-Class Travel Report Guidelines
Note: Premium-class travel data is due by October 31st annually.
The following guidelines cover the basic reporting requirements for the FY 2012 Premium-Class Travel Report:
Premium-class accommodations that must be reported:
Agencies must report any and all instances of premium-class accommodations paid for by the government. This includes reporting any premium-class accommodations as part of a multi-leg or multi-segmented trip that was paid for by the government. For multi-leg or multi-segmented trips, GSA requires agencies to separate and report on each individual leg or segment that was premium-class. Legs or segments that are not premium-class accommodations should not be reported.
Do not report Premium-class accommodations if:
- Premium-class accommodations paid by the traveler
- Premium-class acquired by the traveler through frequent flier points or benefits;
- Premium-class considered a free upgrade; or
- The federal government paid coach-class fare for premium-class accommodations.
Submitting negative reports:
Agencies must submit either data or a negative report to GSA annually. Negative reports can be submitted under two circumstances:
- If your agency has reported premium-class travel (PCT) accommodations previously, but does not have any current premium-class accommodations to report; or
- If your agency never authorizes premium-class accommodations as a matter of agency policy.
Exceptions to reporting premium-class travel:
Agencies are not required to report data that is protected from public disclosure, by statute or Executive Order. However, agencies not reporting data are required to the submit the following aggregate information (see Federal Travel Regulation” 300—70.103).
- Aggregate number of authorized other than coach-class trips that are protected from disclosure
- Total cost of actual other than coach-class fares paid that exceeded the coach-class fare; and
- Total cost of coach-class fares that would have been paid for the same travel.
Note to 300-70.103: If the aggregate information is also protected from public disclosure then a negative report must be submitted to GSA.
Travel Exception Codes are used to classify the circumstances of each instance of premium class travel. The travel exception codes were revised by FTR amendment #2009-06 (74 FR 55145) and became effective on November 27, 2009. These revised travel exception codes have been standardized for reporting purposes and are required for the FY 2011 Premium Class Travel report.
View the revised Travel Exception Codes.